Automated Beverage Distributor Backorder Status Digest
Every morning, WebRun opens VIP, pulls all open backorder lines with expected dates and quantities, groups them by sales rep, and posts each rep a Slack summary while drafting a customer-ready email update for any account that has been waiting more than three days.
How do I automatically send backorder status updates to my sales reps and accounts?
WebRun reads every open backorder in VIP each morning, groups the lines by sales rep, and posts each rep a Slack digest with account names, SKUs, and expected dates. For accounts waiting more than three days, it drafts a polite email update in Gmail for the rep to review and send, so customers hear from you before they call.
- Reps start each day knowing exactly which accounts have open backorders
- Customer update emails are drafted and ready for one-click review
- No accounts slip through with a silent backorder waiting more than three days
Built for beverage distributors · beer and wine wholesalers · distributor sales reps · customer service teams
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
apps.vtinfo.com/beveragein a real browser with your saved login - no setup, no API keys. -
1
VIP - pull open backorder lines
vtinfo.com
WebRun opens VIP to pull open backorder lines. - Open VIP and navigate to open orders filtered to backordered status
- Capture order number, account name, SKU, quantity, and expected availability date for each line
- Group backorder lines by sales rep assignment
- Flag any line where the customer has been waiting more than three days
Done when All open backorder lines are grouped by rep with expected dates captured.
-
2
Slack - send rep digest
slack.com
WebRun opens Slack to send rep digest. - Post each sales rep their personal backorder list in Slack, showing account, SKU, and expected date
- Mark lines older than three days with a priority flag
- Include the total number of affected accounts in each rep's message
Done when Every sales rep has today's backorder digest in Slack.
-
3
Gmail - draft customer update emails
gmail.com
WebRun opens Gmail to draft customer update emails. - For each account waiting more than three days, draft a polite update email with the expected availability date
- Leave all drafts in Gmail for the rep to review, personalize, and send
- Never send the email automatically
Done when Customer update email drafts are ready in Gmail for rep review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email customers directly?
No. WebRun drafts the customer update in Gmail and leaves it unsent. Your rep reviews, personalizes if needed, and clicks Send when ready.
How does it decide which accounts to draft an update for?
It flags any account whose backorder line is more than three days old. You can adjust that threshold when setting up the workflow.
What if an expected date is not set in VIP?
The digest notes that the date is pending so the rep knows to check with the supplier before reaching out to the account.
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